Ovia Inbox
Your inbox, read and understood. You approve, the rest organises itself.
Ovia Inbox reads every incoming email, works out which client it’s from, what it’s about and how urgent it is, assigns it to the right person and prepares a draft reply in your firm’s tone. No important email buried, no reply sent without your yes.
- ArrivesThe email comes in, the system reads it
- RecognisesClient, topic, urgency
- AssignsTo the right person, immediately
- PreparesA draft reply in your firm’s tone
- ApproveYou review, edit and send
The problem
Your inbox has become your desk. And nobody keeps it tidy.
Client requests, notices from public bodies, certified email, suppliers, newsletters, reminders: everything lands in the same place, at the same speed, with the same apparent priority. The result is that whoever opens the inbox spends the morning sorting instead of working.
The temptation is to paste emails into a chatbot to get replies written. That is exactly the “shadow AI” which, according to IBM, drives up the cost of data breaches: only 31% of Italian organisations have effective rules to manage it [2].
Ovia Inbox does the opposite: first we decide your firm’s rules, priorities, tone and permissions, then we put AI to work inside that perimeter, with human approval as the mandatory final step.
Strategy and security make the money. AI is the tool. The dot marks where you decide.
Anyone today can buy a subscription to an AI tool. The value lies in deciding what to automate, how to protect your clients’ data and how to measure the result. That’s where we always start.
Strategy
We define the categories that matter to you, assignment rules, response times by client type and your firm’s tone. Automation carries out a strategy; it doesn’t invent one.
Security
No copy-pasting into external chatbots. Credentials handled server-side, data not used for training, suspected phishing flagged, every action logged.
Artificial intelligence
AI classifies, summarises and drafts. It sends nothing on its own: the system proposes, you decide.
How it works
Your inbox, read and understood.
Click each step to see what happens. The system proposes, you decide.
The email comes in, the system reads it
Standard and certified email (PEC) are read as they arrive, attachments included.
Client, topic, urgency
The sender is linked to the client record, the topic classified with your categories, urgency estimated with rules you set.
To the right person, immediately
Each email goes to whoever handles that client or matter. Urgent items reach you at once; the rest waits its turn.
A draft reply in your firm’s tone
For recurring requests the system prepares a complete draft, using the client’s history and your approved templates.
You review, edit and send
No reply goes out without human approval. Every message sent stays in the client’s history.
100% human control over repliesCalculator
What your inbox costs you every year
Enter your real volumes. We only count part of the time as recoverable.
Indicative estimate based on 220 working days and conservative assumptions. In the Process Check we replace it with your real numbers.
Before and after
The same day, two ways to live it.
- Every email has the same apparent priority
- Urgent requests surface when the client calls back
- Every recurring reply is rewritten from scratch
- Whoever is on holiday becomes a bottleneck
- Someone pastes client emails into public chatbots
- Nobody knows how many requests go unanswered
Security
Professional secrecy is not negotiable.
The measures we apply to Ovia Inbox from day one, not as an afterthought.
Mandatory approval
The system writes drafts, it doesn’t send. Automatic exceptions (e.g. receipt confirmations) are only switched on if you decide so.
Anti-phishing
Unusual senders, suspicious links and odd payment requests are flagged before anyone clicks.
No data in public chatbots
We eliminate shadow AI by giving your team an authorised, logged tool.
Complete history
Every email, draft and reply stays linked to the client record: who answered, what and when.
Who it’s for
Built around the way you work.
Deadlines, requests, notices from public bodies
Email peaks during tax season handled with clear priorities.
- Certified email and official notices recognised and routed
- Standard replies on deadlines and documents already drafted
- Tax emergencies highlighted immediately
Communications with deadlines that can’t wait
Notifications, client requests and correspondence with colleagues separated and prioritised.
- Time-limited communications highlighted
- Assignment by case file and person in charge
- Your firm’s formal tone kept in drafts
Hundreds of similar requests, every day
For shared secretariats or professional bodies, recurring requests are cleared in a fraction of the time.
- Classification by request type
- Replies from approved templates
- Reports on volumes and response times
Clients, orders, suppliers
Info@, orders and support handled with clear rules instead of goodwill.
- Orders and sales requests routed to the right team
- Draft replies with data from your systems
- No sales request left half-handled
The path
From Process Check to the first measurable result.
One area at a time, under your control. No sudden transformations.
Process Check
We analyse the real volumes, categories and timings of your email.
Rules and tone
Categories, assignments, priorities and reply templates approved by you.
Controlled launch
We start with one inbox and classification, then drafts.
Measure
Response times and hours recovered, in black and white.
FAQ
The questions people really ask us.
Are emails sent automatically?
No, by default nothing goes out without approval. You can choose to automate only low-risk messages, such as receipt confirmations.
Does it work with certified email (PEC), Gmail and Outlook?
Yes. We connect to the inboxes you already use, including PEC, without asking you to migrate.
How does it write in my firm’s tone?
We start from your real replies and templates you approve. The tone is set as a rule, and every draft can be edited before sending.
Who can read my clients’ emails?
Only authorised people in your firm. The system is configured with per-person permissions and the data isn’t used to train external models.
What if the AI misclassifies an email?
You correct it with one click and the rule improves. In the first weeks we monitor the classifications together for exactly this reason.
Press and hold to book
Ovia Process Check
Thirty minutes on your real workflow.
Then you decide.
We show you where the time goes, what can be safely automated and where it’s best to start with Ovia Inbox. No obligation, no jargon.
We work with a few clients at a time. We reply within 24 hours.
The other Ovia systems
Each system feeds another.
Marketing
Bring in new clients, measurably.
Automation
Remove repetitive work and take back control.
- Ovia Second BrainYour firm’s memory, always searchable.Every answer cites its source: you verify, you don’t take it on trustExplore
- Ovia CallsRecord the call. Everything else organises itself.Nothing enters the record without your OKExplore
- Ovia DocumentsDocuments arrive. Nobody has to chase them.Every document starts from your approvalExplore
- Ovia CRMClients, cases and deadlines in one dashboard that updates itself.Sensitive communications only go out with approvalExplore